Logistics Administrator

Logistics Administrator @ instacar

At instacar, we’re not just transforming the way people move—we’re pioneering the future of transportation and mobility. Established in 2018 and officially launched in September 2019, instacar is the first fully digitized mobility-as-a-service scale-up. Our vision is to be the ultimate one-stop mobility app, providing comprehensive services for all drivers. Our mission is to revolutionise perceptions of new - age mobility through technology and a customer-centric approach. At instacar, we are focused beyond just leasing cars, we are dedicated to serving drivers.

Our Core Values:

instacar is guided by our core values: Be Fair, Be Bold, Be Patient. We’re committed to fairness in all our collaborations, bold innovation and patience in our growth.

Our Milestones:

In less than six years, we’ve achieved significant milestones, establishing four prominent instacar points, investing in micro-mobility, and developing our own tech tools like instafleet, a fleet management solution, crafted in-house to streamline operations. Additionally, our all-in-one app provides instadrivers with a centralised platform to manage every aspect of their vehicle subscription seamlessly.

Why Join #instateam?

As we experience rapid growth rates of over 100% annually, supported by esteemed investors like Autohellas, and Elikonos Capital, and achieving a revenue for 2024 of ≈ €24million and being on track to surpass €35 million in 2025, fueled by a strong market presence., we're on the lookout for dynamic individuals to join our #instateam. At instacar, your voice matters, your creativity thrives, and your impact is tangible. With a human-centered approach and an unwavering commitment to excellence, instacar offers an environment where innovation flourishes, and every contribution is valued.

Your Role:

For our Operations team we are on the lookout for a Logistics Administrator to own the coordination and execution of all vehicle movements across Greece, managed through external logistics partners (3PL). In this role, you will act as the central point for all vehicle transfer requests, responsible for planning, routing, booking, and ensuring execution through third-party providers. You will manage the full movement flow (trucks & ferries), control costs, and ensure vehicles are transferred efficiently and on time via our external partner network. You will report directly to the Logistics & Transportation Supervisor.

Your Responsibilities:

• Coordinate and manage external logistics partners (carriers, ferry providers, etc.)
• Plan and execute vehicle movements (movement orders, bookings, follow-ups)
• Select the appropriate transportation method (truck / ferry) based on cost and delivery timelines
• Monitor ongoing shipments and ensure on-time execution
• Maintain accurate records of movements in ERP / fleet management systems
• Track key KPIs (cost, delivery times, partner performance) and support continuous improvement
• Communicate daily with partners and internal teams to ensure alignment and smooth operations
• Support cost negotiations and day-to-day partner management

Requirements

• Previous experience in fleet operations, logistics, or customer service (experience in the automotive or mobility sector is a plus).
• Strong organizational and time management skills, with the ability to handle multiple tasks and priorities efficiently.
• Excellent communication and negotiation skills, able to interact confidently with customers, partners, and colleagues.
• Solid attention to detail and commitment to maintaining accurate records and high operational standards.
• Microsoft Office / Google Workspace; experience with fleet management or CRM systems is a plus.
• Familiarity with logistics KPIs and reporting
• Problem-solving mindset and proactive approach to daily challenges.
• Team-oriented attitude with a focus on delivering exceptional customer experience.

Benefits

• Collaborate with industry experts in a supportive and inclusive environment.
• A competitive benefits package, including premium private health & life insurance programs
• Additional perks such as significant discounts on various health, exercise, and nutrition services, a birthday gift card, and more.
• Opportunities for career growth and advancement with a commitment to promoting from within.
• Experience firsthand the convenience of instacar with 10 free rental days.
• Exclusive cost rates for renting a car from instacar, because why drive anything else?
• Work in our brand new HQ in Kifissia.

instacar is an Equal Opportunity Employer, committed to diversity, inclusion, and creating an environment where all employees can thrive, regardless of background or identity.

Ready to drive innovation with us? Apply now and become part of #instateam!